0200000 J Management and Administration v2.6 (track changes).docx

Section J – 0200000 Management and Administration

Attachment J-0200000-01 Definitions and Acronyms

One who can identify existing and predictable hazards in the working environment or working conditions that are dangerous to personnel and who has authorization to take prompt corrective measures to eliminate them.

All indirect cost associated with construction equipment, such as: the Contractor’s hourly composite trade wage, adjusted to allow for workforce productivity; sub-contractor cost, costs for pre-expended bin materials, shipping and handling, union agreements, crew sizes, hand tools, universal equipment (excluding construction equipment), mobilization, demobilization, payroll burdens and fringes, overtime, job (field) overhead (including clerical support, supervision, inspection, fees, taxes, licenses, permits, and insurance), general and administrative (home office) overhead, profit, and all other associated markups shall not be included in the equipment price since the cost for these items were included in the labor hour unit price bid. Additionally, time for job preparation, safety standby personnel, and similar indirect labor elements shall not be included.

$100,000.00 + ($100,000.00 x 10%) = $110,000.00

The Government will compensate the Contractor for the required parts and materials and not the total amount shown in Schedule of Indefinite Delivery Indefinite Quantity Work.

Annual (A). Services performed once during each 12-month period of the contract at intervals of 335 to 395 days.

Biennial (B). Services performed once during each 24-month period of the contract at internals of 670 to 790 days.

Daily (D5). Services performed once each calendar day, Monday through Friday, including holidays unless otherwise noted.

Daily (D7). Services performed once each calendar day, seven days per week, including weekends and holidays.

Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

Quarterly (Q). Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

Semiannual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Semimonthly (SM). Services performed 24 times during each 12-month period of the contract at intervals of 14 to 16 calendar days.

Three times weekly (3W). Services performed three times a week, such as Monday, Wednesday, and Friday.

Twice weekly (2W). Services performed twice a week, such as Monday and Thursday or Tuesday and Friday.

Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of six to eight calendar days.

· Identify applicable federal, state, and local regulations pertaining to the generation and management of hazardous waste.

· Identify training requirements and describe procedures for obtaining training and maintaining training records.

· Assign responsibilities for the generation, designation, handling, storage, treatment, disposal, and all documentation.

· Describe all hazardous waste generation and management procedures.

· Include or reference the hazardous waste minimization plan and goals.

· Include or reference contingency plans and emergency response procedures.

The plan shall be kept up to date to include changes in hazardous waste generation and management procedures, as well as changes in applicable federal, state, and local hazardous waste regulations. The plan shall include or reference minimization procedures sufficient to achieve DOD minimization goals. Tenant activities are covered by the host CO's Hazardous Waste Management Plan.

Non-RCRA regulated waste (while not meeting the definition of a Hazardous Waste) must be managed according to its applicable regulations and may not be discarded into the general trash.

Individual RPIE’s can be combined to make a CIMU to facilitate facilities management. An individual RPIE can also be a CIMU if the equipment is complex enough to require its own management planning.

Attachment J-0200000-01 Definitions and Acronyms

Attachment J-0200000-02 Wage Determinations

Attachment J-0200000-03 Directives, Instructions, and References

Attachment J-0200000-04 Invoice Form

VENDOR LETTER

The Department of Defense (DOD) now requires all contractors doing business with DOD to submit their invoices electronically via a web-based system. The Under Secretary of Defense identified Wide Area Workflow (WAWF) as the system for implementing this statutory requirement.

WAWF is a secure, web-based system, which benefits your firm by allowing you to submit invoices electronically, track receipt/acceptance documents and payment of your invoice online. By using this web-based system, you should experience the benefits mentioned but best of all, the use of electronic submission could get your company paid on time.

NAVFAC will be implementing the use of WAWF in FY2009 and we are in the process of reviewing all current contracts to identify those that are eligible for WAWF. If your contract is eligible, the respective contracting officer will notify you.

In preparation of this initiative, we highly encourage you to visit and review the following websites for WAWF Vendor resources.

Vendor Getting Started Guide –http://www.dfas.mil/contractorpay/electroniccommerce/wawfvendortools/WAWFVendorGettingStartedGuide.pdf

Introductory Movie – http://www.dfas.mil/contractorpay/electroniccommerce/ECToolBox/WAWKFl.wmv

Web-based training – http://www.wawftraining.com

WAWF practice site – https://wawftraining.eb.mil/ (at this web page, click on “Training Instructions” found on the left side for further instructions on using this site)

Request for classroom training – http://www.dfas.mil/contractorpay/electroniccommerce/wawftrain.html

WAWF Vendor Tools – http://www.dfas.mil/contractorpay/electroniccommerce/wawfvendortools.html

Attachment J-0200000-05 Forms

Passes & Badges for Naval Undersea Warfare Center (NUWC)

NUWC SECURITY PASS INFORMATION REQUIREMENTS

THIS INFORMATION NEEDS TO BE FAXED ON A COMPANY LETTER HEAD TO THE NUWC SECURITY OFFICE

1. VISITOR’S FULL NAME:

2. COMPANY OR ORGANIZATION NAME:_________________________________________________

ADDRESS: _____________________________________________

PHONE: ________________________________________________

FAX: __________________________________________________

3. VISITOR’S SSN:____________________________

4. DATE OF BIRTH: __________________________

5. PLACE OF BIRTH: _________________________

6. CITIZENSHIP: ____Y/N

7. POINT OF CONTACT AT NUWC: ________________________________PHONE:_________________

8. NAVSTA PAR’S NAME: ________________________________________PHONE:_________________

9. DATE OF VISIT:

FROM: ____________________TO:_______________________YEAR:____________

10. PURPOSE OF VISIT:

11. CONTRACT NUMBER: ______________________

MONTHLY EXPOSURE REPORT

(ATTACH ADDITIONAL SHEETS IF NECESSARY)

DATE

REPORT NO

PRIME

CONTRACTOR

SUB CONTRACTOR

WORK PERFORMED

PRIME CONTRACTOR

HRS

SUB

CONTRACTOR

MONTH

HRS

JOB

SAFETY

WAS A JOB SAFETY MEETING HELD THIS DATE?

(If YES attach copy of the meeting minutes)

THIS DATE, INCL CON'T SHEETS

WERE THERE ANY LOST TIME ACCIDENTS THIS DATE?

(If YES attach copy of completed OSHA report)

HOURS FROM PREVIOUS REPORT

WAS CRANE/MANLIFT/TRENCHING/SCAFFOLD/HV ELEC/HIGH WORK/ HAZMAT WORK DONE?

(If YES attach statement or checklist showing inspection performed.)

TOTAL WORK HOURS FROM

START OF OPTION

WAS HAZARDOUS MATERIAL/WASTE RELEASED INTO THE ENVIRONMENT?

(If YES attach description of incident and proposed action.)

Schedule Activity No.

EQUIPMENT/MATERIAL RECEIVED TODAY TO BE INCORPORATED IN JOB (INDICATE SCHEDULE ACTIVITY NUMBER)

Schedule Activity No.

CONSTRUCTION AND PLANT EQUIPMENT ON JOB SITE TODAY. INDICATE HOURS USED AND SCHEDULE ACTIVITY NUMBER.

Schedule Activity No.

Schedule Activity No.

REMARKS

ATTACHMENT J-0200000-05

FORMS

Passes and Badges (DBIDS) Please Reference “0200000 C” Spec Items 2.12.4 – 2.12.4.3

Attachment J-0200000-05 Installation Hazardous Waste Management Plans; and Spill Prevention, Control, and Countermeasure Plans

Attachment J-0200000-05

Used Oil Disposal and Recycling Summary Report Form

Total:

Form

Directions for Process Material Log Sheets

Chemical Description:

· Material Name - List the brand or generic name of the chemical material.

· Manufacturer - List the name of the manufacturer of the product.

· Constituents of Concern - List the constituents (ingredients) as listed on the Material Safety Data Sheet (MSDS).

· CAS # - List the Chemical Abstract Service (CAS) Number for each Constituent of Concern listed. This information is found on the MSDS. If no CAS number is listed, state “N/L”.

· % - List the concentration of each Constituent of Concern listed. This information is found on the MSDS. If the concentration is not listed, state “N/L”.

· Product Weight - List the weight of material contained in one container of the product. This information is normally listed on the MSDS or can be determined from the density or specific gravity of the product listed on the MSDS.

· In addition, check all the boxes that apply to this chemical:

· Pure or Mix - choose only one.

· Solid, Liquid or Gas - choose only one.

· Extremely Hazardous Substance (EHS), Ozone Depleting Substance (ODS), SARA TITLE III Chemical (SARA III), Air Toxic Chemical (AIR TOX) or Carcinogen

· (CARC) - based on the information provided by the material’s MSDS. Choose all that apply.

· HM exempt - per EPCRA section 312 and based upon user knowledge, choose this box if the material would normally be exempt from reporting for hazardous material storage.

· Tri exempt - per EPCRA section 313 and based upon user knowledge, choose this box if the material would normally be exempt from reporting for the Toxic Release Inventory (TRI).

Physical and Chemical Hazards:

· For each material listed, check all the physical and health hazard boxes that apply. These hazard categories are defined in 40 CFR 370.2.

· Fire Hazard - flammable, combustible liquid, pyrophoric, oxidizer.

· Sudden Release of Pressure - explosive, compressed gas.

· Reactive - unstable reactive, organic peroxide, water reactive.

· Immediate (acute) Health Hazard - highly toxic, toxic, irritant, sensitizer, corrosive.

· Delayed (chronic) Health Hazard - carcinogens, mutagens, other long-term health hazards.

Storage Description: Storage Code:

· List the appropriate storage type, pressure and temperature condition codes for the material based upon the codes listed below. List the storage type in the first box, the applicable pressure code in the second box and the applicable temperature code in the third box. More than one storage code may apply if material is stored in different types of containers.

Storage Type:

A - Above Ground Storage Tank F Can L Cylinder B - Below Ground Storage Tank G Carboy M Glass Bottle or Drum C - Tank Inside Building I Fiber Drum N Plastic Bottle or Drum D - Steel Drum J Bag R Other E - Plastic/Non-metallic Drum K Box

Pressure and Temperature Conditions:

1 - Ambient Pressure 4 Ambient Temperature 2 - Greater than Ambient Pressure 5 Greater than Ambient Temperature 3 - Less than Ambient Pressure 6 Less than Ambient Temperature but not Cryogenic 7 - Cryogenic Conditions

Inventory in Pounds:

· Maximum Amount - List the maximum amount of a material that was on-hand (stored) at any one time. Amount must be recorded in pounds.

· Average Amount - List the average amount of a material that was on-hand during the reporting period. Amount must be recorded in pounds.

· Days on Site - List the number of days during the reporting period each material was on-site. If the material was present for the whole year, record as 365.

Amount Used in Pounds:

· List the amount of each material used during the reporting period. Amount must be recorded in pounds. Amount used is the best estimate based on the contractor material tracking system.

Contractor Hazardous Material Inventory Log

(EPRCA)

PRIME COMPANY NAME: ______________________________CONTRACT NO: ______________________

PROJECT TITLE / LOCATION: ________________________________________________________________

(Liquid, Solid, Gas)

MONTHLY TANK INSPECTION REPORT

Instructions: This inspection record should be completed for each oil storage tank every month. Visually inspect the tank, and place a check or an X in the appropriate box for each item. If any item needs elaboration, do so in the comments space provided. The inspection report must be signed by the inspector. A copy of each month’s inspection report must be submitted to the Department of Environmental Management at 235 Promenade Street, Suite 220, Providence, RI 02908, by December 31st of each year.

DATE:

OWNER OR OPERATOR: U.S. Navy, Naval Station Newport ADDRESS: 1 Simonpietri Drive TOWN: Newport, RI 02841

TANK NUMBER: TANK SIZE: /each TANK CONTENTS: No.

Does the tank(s) show signs of settlement, structural or foundation weakness or swelling of tank insulation?YES

NO

N/A

COMMENTS

Does the tank(s) show signs of cracks, areas of wear, corrosion or leaks?

Does the piping show signs of corrosion or leaks?

Does the pump or hoses show signs of leaks or cracking?

Is the tank gauge operating as designed?

Is all leak detection, monitoring, cathodic protection and/or warning systems operating as designed?

West Water Height (inches) South Water Height (inches) Oil Present?

Oil Present?

Oil Present?

Is there liquid in the interstitial place (double wall tanks only)?

Is the information in the Spill Prevention and Emergency Plan or Spill Prevention, Control and Countermeasure Plan kept up to date? Groundwater Monitoring Report only. See Tank Manager for full report.

Other:

Inspector’s signature:

Contractor(s) certifies that the hazardous material(s) removed from installation will be used/reused for its intended purpose.

Company Using Material Listed Above Company Representative’s Signature

Submitted By: ________________________ Phone: ______________ Fax: __________ Date: _________ Printed Name

Contracting Officer _____________________Phone: ______________ Fax: __________ or ROICC Representative

Page ____ of ____

SECTION 01 57 19.00 20 – APPENDIX A

Attachment J-0200000-06 Government-Furnished Equipment if Needed.

1) 848590-521 tls300c TANK CONSOLE

2) 846396-101 PROBE (for a four-foot diameter UST)

3) 846391-104 PROBE (for a six-foot diameter UST)

4) 846400-001 FLOAT

5) 794380-301 HYDROSTATIC SENSOR

6) 794380-208 SUMP SENSOR

Attachment J-0200000-07 Service Provider Information

Include Excel file “J-0200000-08 - SERVICE PROVIDER INFORMATION V1 - 2013-07-07”. Confirm the most recent version of this file by checking for updates at the following NAVFAC portal page: https://hub.navfac.navy.mil/webcenter/portal/pw/page185/page1369.

Attachment J-0200000-08 Asset Information

Include Excel file “J-0200000-09 - ASSET INFORMATION V1 - 2013-07-07”. Confirm the most recent version of this file by checking for updates at the following NAVFAC portal page: https://hub.navfac.navy.mil/webcenter/portal/pw/page185/page1369

Attachment J-0200000-09 Specification Information

Include Excel file “J-0200000-10 - SPECIFICATION INFORMATION V1 - 2013-07-07”. Confirm the most recent version of this file by checking for updates at the following NAVFAC portal page: https://hub.navfac.navy.mil/webcenter/portal/pw/page185/page1369.

Attachment J-0200000-10 Characteristic Meter Reading Information

Include Excel file “J-0200000-11 - CHARACTERISTIC METER READING INFORMATION V1 - 2013-07-07”. Confirm the most recent version of this file by checking for updates at the following NAVFAC portal page: https://hub.navfac.navy.mil/webcenter/portal/pw/page185/page1369.

Attachment J-0200000-11 NAVFAC MAXIMO Data Reporting

PURPOSE AND OVERVIEW

The purpose of this attachment is to provide guidance on how data is to be recorded and provided by the Contractor in reporting Service Provider, Asset, Specification, and Characteristic Meter Reading Information for NAVFAC MAXIMO. This document outlines the methods that must be utilized by the Contractor and associated NAVFAC business process and procedures for how data is to be submitted.

GENERAL TYPES OF DATA

Work Order Data Work order data includes all necessary information for the documentation of all completed work orders, including, but not limited to, service orders, preventive maintenance (as performed under the PM program or as part of IMP), and work issued as IDIQ. Specific NAVFAC MAXIMO fields required for work order data are listed on the Service Provider Information spreadsheet provided in J-0200000-XX.

Asset Data Asset data includes the specific details necessary for proper identification and tracking of assets. Asset data must be updated for all completed work orders where an asset is repaired, replaced, installed, or otherwise affected. Specific NAVFAC MAXIMO fields required for asset data are listed on the Asset Information spreadsheet provided in J-0200000-XX. Utilities assets require the additional data listed on the Specification Information spreadsheet provided in J-0200000-XX. When replacing existing assets, the Contractor shall change the status of the current asset which will remove it from the maintenance plan and add the new asset.

Condition Assessment Data Condition assessment data includes all necessary information for the accurate condition rating of all assets in support of the Infrastructure Condition Assessment Program (ICAP). Specific NAVFAC MAXIMO fields required for condition assessment data are listed on the Characteristic Meter Reading Information spreadsheet provided in J-0200000-XX.

METHODS FOR DATA SUBMISSION

The Contractor shall provide work order, asset, specification, and condition assessment data using the methods as specified in Section C. Additional details are provided below for submission of data via Direct Entry and Flat File methods.

METHOD 1: NAVFAC MAXIMO Flat File Data Exchange The Contractor will utilize the data formats contained in the Service Provider Information provided in J-0200000-XX, Asset Information provided in J-0200000-XX, Specification Information provided in J-0200000-XX, and Characteristic Meter Reading Information provided in J-0200000-XX. The Contractor shall use their own internal systems to generate the flat file data into the format required. The Contractor is responsible for ensuring that data is correct and validated to meet the Maximo data requirements. If any data gets rejected the Contracting Officer will send the “rejected” data back to Contractor and the Contractor shall correct and resubmit the data <<Note to Spec Writer: Insert timeframe, e.g., within 24 hours>>. In all cases of data rejects the Contractor shall communicate with the Contracting Officer to rectify the data rejects.

Flat File Data Validation and Preparation NAVFAC MAXIMO has several interfaces to assist in data transfer, many interfaces are used for multiple purposes to efficiently load or modify existing data in the system. Because of those multiple uses for each interface there are strict rules on how the data must be prepared for successful submission and loading.

The format required for flat files is detailed in the spreadsheets described below:

· SERVICE PROVIDER INFORMATION – (Spreadsheet provided in J-0200000-XX) –contains the format and data elements for submission of Work Order Information.

· ASSET INFORMATION – (Spreadsheet provided in J-0200000-XX) – contains the format and data elements for submission of new or updated Asset Information.

· SPECIFICATION INFORMATION – (Spreadsheet provided in J-0200000-XX) – generally only used for Utilities assets, contains the format and data elements for submission of additional fields related to new or updated Asset Information.

· CHARACTERISTIC METER READING INFORMATION – (Spreadsheet provided in J-0200000-XX) – contains the format and data elements for submission of updated Condition Assessment Information.

Service Provider, Asset, Specification, & Characteristic Meter Reading Information Spreadsheet Format

· Tab 1 – General Information - Version number, change log, etc.

· Tab 2 – Field Information – Field Name, Data Type, short description on field use and related information including Content Notes and NAVFAC MAXIMO Field Name.

· Tab 3 – Flat File Data Layout The Contractor is required to validate their data prior to submission to minimize data rejects. To assist the contractor in data validation, the appropriate reference values will be provided by the Government and updated as changes occur. The reference files contain the valid data values for specific fields within MAXIMO at a specific time. Due to the frequent nature of changes for some value lists within MAXIMO (e.g., new assets added or status being changed), this file will be directly transferred from a local PW Representative to the Contractor as changes occur. The Contractor shall communicate with the Contracting Officer if any data values need to be added.

Examples of data requiring validation:

· A current list of the valid Manufacturer’s (Company) Name values in NAVFAC MAXIMO. When adding a new asset, the contract will select the appropriate Company value so it will permit the successful asset record insert.

· A current list of the valid Assets for the contract. The file must be refreshed periodically to reflect assets added over the contract period. Assets must be added prior to Work Order being submitted for work on the asset or the Work Order will be rejected.

Sample Reference Value “asset”

· For some fields, NAVFAC MAXIMO may have many valid values such as SiteID and Work Center, however the Contractor will have only one authorized value. The Government will notify the Contractor of the specific values to be used for all records.

Flat File Submission Requirements For data required to be submitted via flat file as specified in Section C, further detail of the format and submission requirements are detailed below. There are two different types of flat files: Pipe Delimited and Spreadsheet format.

· Pipe Delimited Flat File:

In this method the Contractor will prepare data in flat files for submission. These documents have strict requirements that must be followed to permit the successful processing by the Government to import into NAVFAC MAXIMO. Pipe Delimited Flat files are text files which are pipe delimited (the ‘|’ symbol on the keyboard) with one record per line in the file. The Contractor is responsible to verify data against the reference values to prevent record rejects for required information.

Service Provider Information, Asset Information, Specification Information, and Characteristic Meter Reading Information Reports submitted as pipe delimited flat-files must be prepared as follows:

An individual flat file record is made up of over 30 individual fields, stored in a text file and delimited by the piping symbol ( ‘|’ ). Not all of the fields must have data. Fields that are not required to have data must still exist in the flat file record but are allowed to have no data present for that field. See below for illustration for fields not required. A flat file is a text file that contains one or more of these individual records.

Example of a single line from a Service Provider work order flat file:

04|SC|181|131: RPL FLORESCENT LIGHT COVER|ELCENT-131|ENS SUMMERS||COMP|8/31/2005 16:37:16|3|8/30/2005 0:00:00|8/30/2005 13:30:00||0.50|8.73|0|0.00|131|||8/29/2005 9:13:28|UTIL|8/30/2005 10:53:49|9/6/2005 10:55:47|8/31/2005 16:37:25|CHARLIE| There are a couple things worth noting in this example. First, notice the places where two or three piping symbols appear in a row. Anytime two piping symbols are located next to each other, it means a NULL value is being submitted for that field. Three pipes in a row would signify two NULL fields.

The second item worth noting is the last field in the line. The line ends with “|CHARLIE|”. This is the 26th field and represents the CHANGEBY field. Since no more data are being sent with this individual record, no other piping symbols need to be included on this row. It would have been acceptable to include extra pipes to indicate the NULL values being sent for the remainder of the fields identified on the flat file format sheet.

· Spreadsheet Flat File:

In this method the Contractor will prepare data in flat files and submit in spreadsheet format to the Contracting Officer. These documents have strict requirements that must be followed to permit the successful processing by the Government to import into NAVFAC MAXIMO. The Contractor is responsible to verify data against the reference values to prevent record rejects for required information. Spreadsheet flat files shall be submitted in a Microsoft Excel file format. Upon acceptance, the Government will extract the relevant data to complete the NAVFAC MAXIMO Flat File Data Exchange.

Service Provider Information, Asset Information, Specification Information, and Characteristic Meter Reading Information Reports submitted as spreadsheet flat-files must be prepared as follows:

Attachment J-0200000-05 Forms

The Contractor shall submit a complete work order, asset, specification, or characteristic meter reading data spreadsheet by filling out all applicable portions of the Excel spreadsheet workbook after validating matching appropriate fields per provided reference files.

ATTACHMENT J-0200000-12

NAVFAC MAXIMO System Access Procedures Not Available to Contractors Presently

Purpose and Overview In order to obtain access to NAVFAC MAXIMO for direct entry, Contractor personnel must obtain a Common Access Card (CAC) with DoD PKI certificates for the access to Government Information Systems (IS) and must have an account established within NAVFAC MAXIMO.

CAC Application Procedures Once the Contractor has provided the list of personnel requiring MAXIMO accounts, the Government Trusted Agent (TA) will sponsor the Contractor personnel initiating the process to obtain a CAC. Contractor personnel must submit an application for the CAC within the Trusted Associate Sponsorship System (TASS). Contractor personnel must log into TASS within seven days of the application's approval and must complete the application for a CAC within 30 days of the initial login. More information can be found at: http://www.cac.mil/common-access-card/getting-your-cac/for-contractors/.

After approval in TASS, the Contractor personnel must go to a Real-Time Automated Personnel Identification System (RAPIDS) site for final verification and issuance of the CAC with associated DoD PKI certificates.

NCMI Access Procedures

NAVFAC MAXIMO Account Requests The Contractor shall submit a request for establishing a NAVFAC MAXIMO account to the Contracting Officer using the System Access Authorization Request – Navy (SAAR-N) form (OPNAV 5239/14), and indicate the role the user will have and the specific account privileges desired. Account requests SHALL NOT be submitted prior to having received a CAC.

Specific steps for requesting account access include:

· Complete Information Assurance (IA) training

· Cyber Awareness Challenge version 3.0 (current requirement, subject to change based on policy)

· Annual IA training is required to maintain access to Government IS

· Submit a complete and digitally signed SAAR form detailing the following required access:

· Requesting a NITC portal SSO account

· Requesting a STS account

· Request a NAVFAC Maximo account

· After the SSO/STS accounts are created, submit a STS ticket requesting a new Maximo account.

· The local NAVFAC Business Office will determine level of access and restrictions for users by configuring NAVFAC MAXIMO Work Center access. The Contractor will receive notification that the NAVFAC MAXIMO account has been created and NAVFAC MAXIMO access URL details.

Attachment J-0200000-13 Exhibit Line Item Numbers image1.png image2.png